Blank Ohio Historical Society PDF Form

What is the purpose of the Ohio Historical Society form?

The Ohio Historical Society form is designed to help local government entities manage their records effectively. It provides a structured way to schedule records for retention and disposal, ensuring compliance with state laws. By completing this form, local governments can document the lifecycle of their records, from creation to disposal, while adhering to the guidelines set by the Auditor of State and the Ohio Historical Society.

Who needs to sign the Ohio Historical Society form?

Several key individuals must sign the form for it to be valid. The departmental official responsible for the records must sign and date Section A. Additionally, the Records Commission Chairperson must sign the certification statement in Section B. Finally, the form requires signatures from the reviewing agent at the Ohio Historical Society in Section C and the approving agent at the Auditor of State’s office in Section D. Each signature indicates that the form has been reviewed and approved at various stages.

What information is required in Section E of the form?

Section E focuses on the Records Retention Schedule and requires detailed information. You need to provide a schedule number, a title and brief description of each records series, and specify the retention period for each record. Additionally, you must indicate the media type, such as paper, electronic, or microfilm. This section is crucial for establishing how long records will be kept and when they can be disposed of, ensuring compliance with legal requirements.

How do I submit the Ohio Historical Society form?

After completing Sections A and E, submit the form to your local Records Commission for approval during an open meeting, as required by Section 121.22 of the Ohio Revised Code. Once approved, the Records Commission will send the form to the Ohio Historical Society Local Government Records Program via email or postal mail. It’s important to ensure that all required signatures are obtained before submission to avoid delays in processing.

What should I do if I want to dispose of records?

If you intend to dispose of records, you must submit a Certificate of Records Disposal (RC-3) to the Ohio Historical Society Local Government Records Program at least 15 business days before the intended disposal date. This step is essential to ensure that the records are reviewed and that any necessary approvals are obtained. Remember, copies of the RC-3 will not be returned, so keep a permanent record for your files.

1. Omitting Required Information: Many individuals fail to include the full name of the local government entity, such as the municipality or county. This omission can lead to delays or rejection of the form.

2. Incorrect Signature: The form requires the signature of the departmental official responsible for the records. If this signature is missing or incorrect, the form cannot proceed.

3. Incomplete Contact Details: It's crucial to provide the complete phone number and mailing address for the Records Commission. Missing or incorrect information can hinder communication and processing.

4. Failure to Include Email: To receive the form electronically, an email address must be provided. Not including this information can result in delays in receiving important notifications.

5. Skipping the Certification Statement: The Records Commission Chairperson must sign the certification statement. Skipping this step can prevent the form from being reviewed and approved.

6. Neglecting Retention Periods: Clearly articulating the retention period for each record is essential. If this information is vague or missing, it can lead to confusion regarding record disposal.

7. Ignoring Media Types: Each record's format—whether paper, electronic, or microfilm—must be specified. Not doing so can complicate the records management process.

8. Failure to Submit on Time: It's vital to submit the Certificate of Records Disposal (RC-3) at least 15 business days before disposing of records. Late submissions can lead to compliance issues.

9. Not Retaining Copies: Individuals often forget to keep permanent copies of the form for their records. This can create challenges in documenting legal disposal of public records in the future.

The Ohio Historical Society form is essential for local governments in Ohio to manage their records effectively. However, several other documents complement this form and play crucial roles in the records management process. Below is a list of these documents, each serving a specific purpose.

• Certificate of Records Disposal (RC-3): This form is necessary for the official disposal of public records. It must be submitted to the Ohio Historical Society after the Records Commission approves the records for disposal.
• Records Retention Schedule (RC-2): This schedule outlines how long various records should be kept. It details the title, description, and retention period for each records series, ensuring compliance with legal requirements.
• Records Commission Meeting Minutes: These minutes document the discussions and decisions made during Records Commission meetings. They serve as proof that the commission met and approved the records schedules in compliance with state law.
• Public Records Policy: This document outlines the procedures and guidelines for managing public records within a local government entity. It helps ensure transparency and compliance with public records laws.
• Records Management Plan: A comprehensive plan that details how an organization will manage its records throughout their lifecycle, from creation to disposal. It supports efficient recordkeeping practices.
• Authorization for Records Disposal: This form grants permission to dispose of specific records. It is typically signed by the responsible official and is necessary for maintaining accountability in records management.
• Transfer of Records Form: Used when records are transferred from one department or agency to another. This form tracks the movement of records and ensures that they remain accessible and properly managed.
• Retention Schedule Approval Form: This form captures the approval of the Records Retention Schedule by the Records Commission. It confirms that the schedule has been reviewed and accepted in an open meeting.
• Electronic Records Policy: This policy governs the management of electronic records. It addresses issues such as storage, access, and security, ensuring that electronic records are treated with the same care as paper records.

Each of these documents plays a vital role in the overall framework of records management for local governments in Ohio. Properly utilizing them helps ensure compliance with legal standards and promotes effective governance.

The Ohio Historical Society form shares similarities with several other documents related to records management and retention. Here’s a list of nine documents that are comparable, along with a brief explanation of how they relate:

• Records Retention Schedule (RC-1): This document outlines how long different types of records must be kept, similar to the retention periods described in the Ohio Historical Society form.
• Certificate of Records Disposal (RC-3): This form is used to request the disposal of records, which is a follow-up process after submitting the Ohio Historical Society form.
• Public Records Request Form: This form allows individuals to request access to public records, aligning with the transparency goals of the Ohio Historical Society form.
• Records Management Policy: This document sets the guidelines for managing records, similar to the instructions provided in the Ohio Historical Society form.
• Records Inventory Template: This tool helps organizations catalog their records, which complements the records series identification in the Ohio Historical Society form.
• Retention and Disposal Policy: This policy outlines the procedures for retaining and disposing of records, echoing the processes described in the Ohio Historical Society form.
• Records Commission Meeting Minutes: These minutes document the decisions made regarding records management, similar to the certification required in the Ohio Historical Society form.
• State Archives Transfer Form: This form is used to transfer records to the state archives, which can relate to the disposal process outlined in the Ohio Historical Society form.
• Electronic Records Management Guidelines: These guidelines provide best practices for managing electronic records, aligning with the formats mentioned in the Ohio Historical Society form.

When filling out the Ohio Historical Society form, it is important to follow specific guidelines to ensure accuracy and compliance. Here are seven things to consider:

• Do include the full name of the local government entity in Section A.
• Do ensure the responsible official signs and dates the form in Section A.
• Do provide complete contact information for the Records Commission, including phone number and email address.
• Do articulate a clear retention period for each records series in Section E.
• Don't forget to submit the form to the Records Commission for approval in an open meeting.
• Don't leave any sections blank; every part of the form must be completed to avoid delays.
• Don't dispose of any records that are part of a pending legal case, claim, or action.

Following these guidelines will help facilitate a smooth submission process and ensure compliance with state regulations.

Understanding the Ohio Historical Society form can be tricky, and there are several misconceptions that can lead to confusion. Let’s clear up some of these misunderstandings:

• Misconception 1: The form is only for large municipalities.

This form is applicable to all local government entities, including townships, libraries, and special taxing districts, not just large cities.

• Misconception 2: Only one person needs to sign the form.

In fact, multiple signatures are required, including the departmental official responsible for the records and the Records Commission Chairperson.

• Misconception 3: The form does not need to be reviewed before submission.

It's essential that the Records Commission meets in an open meeting to approve the form before it’s submitted to the Ohio Historical Society.

• Misconception 4: Electronic submissions are not allowed.

Actually, you can submit the form electronically, but you must include an email address for the Records Commission to receive a copy.

• Misconception 5: The retention schedule is optional.

The retention schedule is a critical part of the form. It outlines how long records must be kept and is necessary for compliance.

• Misconception 6: You can dispose of records whenever you want.

Records must be disposed of according to the approved retention schedule and after submitting a Certificate of Records Disposal (RC-3) at least 15 business days in advance.

• Misconception 7: The Auditor of State's approval is just a formality.

The Auditor's approval is vital. Without it, the form is not considered valid, and records cannot be disposed of legally.

• Misconception 8: You don’t need to keep a copy of the form.

It’s strongly recommended that both the Records Commission and the originating office retain a permanent copy to document the legal disposal of records.

By understanding these misconceptions, you can navigate the process more effectively and ensure compliance with Ohio's record-keeping requirements.

When filling out the Ohio Historical Society form, keep the following key takeaways in mind:

• Identify the Local Government Unit: Clearly state the name of the local government entity, including any applicable department or agency.
• Signature Requirement: Ensure that the departmental official responsible for the records signs and dates the form.
• Records Commission Details: Provide the phone number and mailing address for the Records Commission, including the county.
• Email for Electronic Return: If you wish to receive the form electronically, include an email address for the Records Commission.
• Certification by Chairperson: The Records Commission Chairperson must sign the certification statement for the form to be processed.
• Retention Schedule Structure: Use a clear numbering scheme for records series, and provide a brief description along with the retention period.
• Submission Process: After completing sections A and E, submit the form to the Records Commission for approval in an open meeting.
• Keep Copies: Retain permanent copies of the form to document the legal disposal of public records.

By following these guidelines, you will ensure a smoother process for managing local government records in Ohio.